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  2. Record Keeping for SafetySoft

How to create a 'certificate' record in SafetySoft

If you are interested in using the Record Keeping function in SafetySoft, try using the certificate record type to help organize your outside training certification.

First log in to SafetySoft and go to the Dashboard. From there, click on the Record Keeping link at the bottom under the REPORTING tab.Screen Shot 2021-09-02 at 11.45.02 AM

 

Next, click on the green button that says " CREATE RECORD"

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1.) Click on the 'RECORD TYPE' column and select 'Certificate'

2.) Add the Name of your record. For example: NAME's Forklift Certification

3.) Add the location of where this training took place. (optional)

4.) Add the date the record occurred. (optional)

5.) Set the expiration date of the Certificate. (in the square box)

      - This setting will then kick out 2 emails. The first email will get sent to company managers a             30 days before the certificate expires. The second email will get sent to company managers             the day of expiration

6.) Hit the orange 'SAVE & CONTINUE EDIT' button at the top.

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After you click the save and continue button, the orange 'OPEN FILEMANAGER" option will appear. You can open that and add in a digital copy of the certificate into the record. 

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Next, Click the 'USERS' icon at the top. 

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Then hit the green 'ADD USER(S) TO RECORD' button and begin to add the user or users to the certificate.

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On the Right hand side, you will be able to see all the users that are currently in you SafetySoft page. You can search by user or scroll. Click which user(s) you would like to add to the record.

 

Scroll down to the bottom of the page. You will be able to see the Record that you have selected and the Users that you have selected. You may choose between the 2 following options. 1) the involved user - the person(s) that the certification is for. Or (optional) 2) the witness user - the person(s) that either instructed the user or observed the certification take place.  

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After that, Click the orange 'ADD USER(S) TO RECORD(S)' button at the bottom and you Certificate Record has been created!

 

Finally, ALL company managers have the option to receive the certificate expiration emails. They will automatically be set to enable but if you would like to disable this function; go to the Dashboard and click on the 'Record Keeping Notifications' button under the Email Alerts column. 

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Click on the box that says Enabled and switch it too Disabled. You will no longer receive certificate expiration  emails. 

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If you are still experiencing difficulties please submit a ticket with the link below: 

https://support.safetysoft.com/kb-tickets/new

Someone from our Support Team, including myself, will be in contact with you as soon as possible!